Who needs access to files and who shouldn't have access?Īccess to files and folders in shared drives is controlled in two ways: 1) member access levels, and 2) file and folder sharing restrictions:. Shared drives support folders nested to 20 folders-deep, but it’s often easier for collaborators to work in a shallower folder organization. To retain an existing folder structure, as an administrator, you can move users’ folders from My Drive to shared drives and retain the folder structure.Users who are members of a shared drive with the required access level can create folders in shared drives, move files into shared drives, and create new files in shared drives.When you or your users move existing files into shared drives, you can decide whether you want to build a new folder structure or keep some or all of the current structure. If you need to move many files into shared drives, review shared drive limits and the Google Drive large migration best practices. How many files are in Drive or other places?.Review how your organization works with filesįirst, learn about shared drives and best practices for using them in What are shared drives? Have your users keep personal and private files, such as one-on-one meeting notes, performance assessments, and career development plans, in My Drive. Files in shared drives are owned by your organization, rather than an individual, so they persist even if the file owner leaves your organization, helping you avoid potential data loss.Įncourage your users to use shared drives for content intended for organization-wide or team use, such as project plans, research results, or team meeting notes. Compare your editionĪs an administrator, you can manage how users in your organization can create and use shared drives to collaborate in Google Drive. Supported editions for this feature: Business Standard and Business Plus Enterprise Education Fundamentals, Education Standard, Teaching and Learning Upgrade, and Education Plus Nonprofits G Suite Business Essentials.
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